Administrative Coordinator

We are seeking a skilled and organized Administrative Coordinator to join our team and provide essential support to our operations. This role requires a detail-oriented individual with strong communication and time management skills. The ideal candidate will be proficient in managing various administrative tasks efficiently and effectively. Key Responsibilities Email Management: • Monitor and respond to emails promptly, prioritizing messages and flagging important correspondence for attention. • Organize and maintain email folders, ensuring that messages are appropriately archived for easy access. Calendar Management: • Schedule and coordinate appointments, meetings, and events for team members, utilizing calendar software to manage schedules efficiently. • Send reminders and confirmations for appointments to ensure attendance and minimize conflicts. Managing Voicemails: • Retrieve and respond to voicemail messages in a timely manner, forwarding urgent messages to the appropriate recipients. • Maintain an organized system for tracking and following up on voicemail communications. Setting Appointments: • Assist in scheduling appointments and consultations with clients, prospects, and partners, coordinating availability between parties. • Communicate appointment details and confirmations to all relevant stakeholders. Send Daily and Monthly Reports: • Compile and distribute daily and monthly reports summarizing key metrics, activities, and achievements. • Ensure reports are accurate, well-presented, and delivered on schedule to relevant stakeholders. Manage and Update Lead Tracking Spreadsheets: • Maintain lead tracking spreadsheets, entering new leads, updating status changes, and recording relevant information. • Regularly review and analyze lead data to identify trends and opportunities for optimization. Order Weekly Office Items: • Coordinate the procurement of office supplies and other essential items on a weekly basis, ensuring adequate stock levels and timely delivery. Expense Reports: • Assist team members in preparing and submitting expense reports, reviewing receipts and documentation for accuracy and compliance with company policies. Entering Weekly Timecards: • Collect and process weekly timecards from team members, accurately recording hours worked and any relevant time-off requests. Create Realtor Lists for LO’s: • Generate and update lists of realtors for Loan Officers (LOs), providing them with accurate and relevant contact information. Create a Monthly PTO Calendar: • Develop and maintain a monthly calendar to track and manage employee Paid Time Off (PTO) requests and availability. Manage the Team's CRM: • Oversee the Customer Relationship Management (CRM) system, ensuring data accuracy, organization, and regular updates. Skills, Knowledge, and Expertise • Proven experience in an administrative or coordinator role, preferably in a fast-paced environment. • Excellent organizational and time management skills, with the ability to prioritize tasks effectively. • Strong communication skills, both written and verbal. • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and calendar management software. • Attention to detail and accuracy in data entry and record-keeping. • Ability to work independently with minimal supervision and collaborate effectively within a team environment. Benefits • Above market salary • HMO on Day 1 for principal and two dependents • Government-mandated benefits • Performance-based Incentives • Quarterly Company Events • In-depth training for career growth • Great Company Culture and HR experience • 1,000 PHP De Minimis • Equipment and software provided Originally posted on Himalayas